Why Outsource to a Scanning Bureau?

Depending on the nature of the project, we offer a cost effective, expert and professional solution and requirement. Taking the decision to outsource the entire process to us creates endless benefits whaich are calculated in staffing and IT cost and the better use of people and resources. This in turn allows clients to focus on their core business and grow exponentially without hiring additional personnel.

Other major benefits of Document Scanning:

• Locate any document within seconds using a keyword, number or date search

• A study shows administration staff spend 30% of their time organising documents, this costs the company 30% of their salary

• Reduce the space taken up by filing cabinets and document storage units

• Documents can be distributed between staff at different locations and valuable time saved on file searching

• Management can review and authorise any documents in the office

• It is a guaranteed return on investment and is considered a saving rather than a cost

Our onsite Scanning Services:

Our unique on-site scanning and is usually required by those clients who for legal reasons or to comply with company policies cannot remove their business documents from the premises. With the client's full consultation we can setup a mini scanning bureau and manage the entire project from their work place. We dedicate our team of experienced scanning operator's who work on the document preparation, scanning, document indexing and conversion tasks. We put our efforts into ensuring that the transition from the hard copy conversion to digital format seamlessly integrates with our client's timescale, operations, systems and resources.

aai's 10 Stage Document Scanning Services Approach

Stage 1: Document Scanning Project Requirements

In this stage, your organization’s project requirements are defined utilizing the Project Tools. These requirements become the basis of the tailored solution we will develop to convert your files into Digital Assets. In addition, as a courtesy service, we schedule a time to process a set of sample documents for your Team’s review.

Stage 2: Documents Received

In this stage, we receive the project files and perform an inventory process to log and label these materials. These processes allow us to quickly retrieve any materials you may need while your files are in Our Care. Our goal is to serve your information access needs, minimizing the impact of this project on your business.

Stage 3: Document Preparation & Quality Review

In this stage, your files are prepared for scanning. The document preparation processes we utilize ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results. The Preparation Team focuses on general project requirements (such as staple removal, binding removal, document repair and page orientation) and specific project requirements (such as special handling of Post-It Notes, color images and media). This entails a thorough review of the prepared files to ensure that all project requirements are met and that no variation is introduced into the process. Our experience with large-scale file conversion projects has shown that this unique approach minimizes any impact on quality.

Stage 4: Project Set-Up & Quality Review Procedures

In this stage, we tailor the Project Set-Up technical requirements based on the project requirements. These requirements define the tailored processes and quality procedures we utilize to conduct each stage of your organization’s project. Our rigorous approach to tailoring the project specific technology requirements ensures the levels of accuracy your Team demands.

Stage 5: File Conversion & Quality Review

In this stage, your Team’s files are scanned. Our scanning technologies and processes ensure the best possible image capture. The Scanning Team focuses on general project requirements (such as image settings, file format, page size and paper thickness), and specific project requirements (such as special processing of odd-size pages, color images and double-sided pages).

Stage 6: Post - Conversion Services

In this stage, the files are converted into the required file format and processed utilizing the required image enhancement filters. If defined as a project requirement, Optical Character Recognition (OCR) is performed to enable word level search and retrieval.

Stage 7: File Naming, Coding & Quality Review

In this stage, the files are named and coded to enable search and retrieval and, if OCR was performed, a secure word level search within and across the digital files. To achieve the highest quality coding results, we focus on naming and coding accuracy and validation.

Stage 8: File Data Integration & Management

In this stage, the digital files and the coded fields are integrated to ensure the best possible search and retrieval options. These “Optimally Coded Page” technologies ensure that each file and its corresponding coded fields are integrated to create a file that acts as a self-contained database. The result is files that are flexible and accessible from CDs, DVDs, PCs, Servers or your organizations Document Management System.

Stage 9: Project Deliverable & Quality Review

In this stage, your organization’s digital files are stored on Media/Posted/Hosted and a Project Status Report is prepared. We pride ourselves on our ability to provide the best possible deliverable in the time required, and have designed each stage in the conversion process with a focus on quality. As detailed in the description of the stages above, we take every measure to ensure consistency and quality while minimizing variation by continually improving our processes. This is a tenet of ISO and the Total Quality procedures to which we strive to adhere.

Stage 10: Deliverable Sent/Files Returned or Recycled

In this stage, your digital documents are shipped and the files Returned, Recycled or Certified Destroyed. Once you receive and review the digital files, we can initiate our electronic file destruction procedures, which permanently delete your files from our systems.